Email on Demand: Quick Guide

Email on Demand lets you send secure emails, with attachments, directly from a patient's clinical record without leaving MediRecords. Use it to email contacts or patients, send invoices, or share investigation results, all linked back to the relevant patient file. Attachments are managed through the Correspondence OUT grid, keeping your communication history complete and easy to find.

Contents:

1. Emailing Contacts or Patients
2. Emailing Multiple Recipients
3. Emailing Invoices
   • User Access & Security Privileges
   • Creating an Invoice Attachment
   • Emailing an Invoice
   • Uploading and Emailing Invoices via Correspondence OUT
   • How to Keep a Log of Sent Emails
   • Dynamic Updating of Invoice Attachments
   • Statements of Claim
4. Sending Investigation Requests via Email
5. Sending Investigation Results via Email
6. Troubleshooting

Emailing Contacts or Patients

1. Navigate to the Communication bar, where the "@" symbol is located.
   
    
2. From the Correspondence OUT section of the clinical record, select Contact to send an email to a Health Professional Contact, or select Patient to send an email to the patient.
   
    
3. If the patient record is open, you have the option to choose the current patient by ticking Select Current Patient. If you wish to select another patient, search for their name in the search bar.
   
    
4. Complete all the necessary fields:
   • To (Patient or Contacts)
   • Subject (Title)
   • Message (Body of the Letter)
   • Attachment
     
      

Note: You can only attach a file that is saved in the Correspondence OUT grid of the patient selected in the Regarding field. The Correspondence must have a status of Final to appear in the Attachments screen. Files that are not uploaded to a Patient Record will not be able to be attached to emails.

5. Click Send.
   
    
6. To view your recently sent email, go to the Activities tab under the patient's file, navigate to the Tasks section, then filter by Email and the relevant Date.
   

Emailing Multiple Recipients

1. Navigate to Email on Demand on the Universal Comms Bar, where the "@" symbol is located.
   
    
2. To send an email to a Health Professional Contact, click Contact; to email a patient, select Patient. The Recipients field under the Contact tab allows multi-selection of up to 30 contacts, while on the Patient tab the Recipient field only allows 1.
   
    
3. If the patient record is open, you can select the current patient by ticking Select Current Patient, or search for another patient by name. The Copies To field under the Contact and Patient tabs allows multi-selection of up to 10 contacts.
   
    
4. Complete all the necessary fields:
   • To (Patient or Contacts)
   • Subject (Title)
   • Message (Body of the Letter)
   • Attachment
     
      

Note: You can only attach a file that is saved in the Correspondence OUT grid of the patient selected in the Regarding field. The Correspondence must have a status of Final to appear in the Attachments screen. Files that are not uploaded to a Patient Record will not be able to be attached to emails.

5. Click Send.
   
    
6. Once completed, you can hover over the Task description to view all the recipients of the email.

Emailing Invoices

Invoices can be emailed directly from MediRecords. Invoices can be securely sent to:

• Patients
• Health Funds
• Workers' Compensation Insurers
• and more

This feature streamlines your workflow and keeps everything within MediRecords.

Additional benefits include:

• Automatic inclusion of claim statements (where relevant)
• Invoice PDFs that dynamically update if payment or status changes

User Access & Security Privileges

1. To use the Email Invoices feature, you must have at least Read-only access to Invoices.
2. To check access, go to More → Settings → Security, click on your User Role, navigate to Billing → Invoice, and ensure that Read-only (or higher) access is granted.

1. To access Correspondence OUT, you must have Read access enabled.
2. To check access, go to More → Settings → Security, click on your User Role, navigate to Clinical → Correspondence Outbound, and ensure that Read (or higher) access is granted.

Creating an Invoice Attachment

1. Open the Patient Record and navigate to Accounts then Invoices.
   
    

2. Select one or more invoices using the checkboxes, then click Create Attachment to convert them into PDFs and store them in the S3 bucket.
   

   Note: Invoices with the status On Hold cannot be converted, as they are still editable and not finalised.

3. Once converted, look for the paperclip icon on the right side of the invoice and hover over it to confirm it shows "Available in Email on Demand", indicating the invoice is ready to be emailed using the Email on Demand feature in Care.
   

Emailing an Invoice

Once an invoice is available in Email on Demand, follow these steps to email it:

1. Click the @ icon on the Universal Comms Bar to open the Email on Demand window.
   
    
2. Fill in the required fields. If you're in the relevant patient record, tick the "Select current patient" checkbox, or search for the patient by name.
   
    
3. Click the Attach button to open the Attachment window and switch to the Invoice tab to view invoices from the last 30 days.
   
    
   Note: Invoices must already be available in Email on Demand to appear here.
4. Use the Search box to find an invoice, or use the Date Range filter to narrow the list.
   
    
5. Select one or more invoices, then click Save. You can attach a combined total of up to 35MB, including both Correspondence OUT and Invoices.
   
    
6. The selected invoices will appear in the Attachments section of the Email on Demand window. Review all details, then click Send to email the invoice(s).
   

Uploading and Emailing Invoices via Correspondence OUT

1. Open the Patient Record, go to Accounts, tick the box for the preferred invoice, and click Print.
   
   
   
   This will download and be saved as a PDF.
    
2. Go back to the Patient Record, click the Clinical tab, select Correspondence OUT, then click Import and fill in all required fields. Click Save.
   
   
   
   Note: The required fields are as follows: set the 'Status' to 'Final,' select 'Any Subject and Details', choose the 'Billing' category, and upload the invoice files.
3. After uploading the invoice, it will then be available to send out via Email on Demand.

How to Keep a Log of Sent Emails

Each time an email is sent, an Email task is automatically created under Activities with a status of Completed, providing a log of the action.

1. To view more details, hover over the Description field within the task.

Dynamic Updating of Invoice Attachments

Once an invoice attachment is created, its PDF will automatically regenerate whenever the invoice is updated.

For example, if an invoice is emailed while in an Unpaid status and later a payment is applied, the attachment will refresh automatically to reflect the updated balance. This means you can re-email the invoice without needing to manually recreate the attachment.

Statements of Claim

If a Patient Invoice has been paid and claimed, the regenerated PDF will also include a copy of the Lodgment Advice, making it ready to be provided to the patient.

Sending Investigation Requests via Email

To email a patient's pathology or radiology request form to them, you can follow the steps in Emailing Pathology & Radiology Requests to Patients.

Sending Investigation Results via Email

1. Open the Patient Record, click Investigation, and then click Results.
   
    
2. Locate the Results you want to send, tick the box, click More, and then select Print.
   
    
3. Under the "Destination" section, select "Save as PDF" to download the results and click Save.
   
    
4. Go back to the Patient Record, click the Clinical tab, select Correspondence OUT, then click Import and fill in all required fields. Click Save.
   
   Note: The required fields are as follows: set the 'Status' to 'Final,' select 'Any Subject and Details', choose the 'Results' category, and upload the Results files.

The investigation Results letter will be available under the Correspondence OUT section of the patient's clinical file.

You can then send the email by clicking the Email on Demand icon.

Troubleshooting

Replies to my emails aren't appearing in MediRecords

Cause: Emails sent through Email on Demand are sent from a no-reply address, and MediRecords Care is not able to receive incoming replies. Every sent email includes a footer confirming that it cannot accept replies.

Resolution: If a Patient or Contact needs to reply to your message, include reply-to instructions, such as an alternate contact email address or phone number, in the body of the email itself.

Escalate: If you need further help with this, contact MediRecords Support.

I can't send an email to an address that isn't saved as a Patient or Contact

Cause: To keep patient information secure, Email on Demand only allows emails to be sent to an address that has been confirmed and saved within a Patient Record or Contact.

Resolution: Add and confirm the recipient's email address in the relevant Patient Record or Contact, then send the email again.

Escalate: If you need further help with this, contact MediRecords Support.

My email won't send, or a file won't attach, because the attachment is too large

Cause: Email on Demand allows a combined attachment total of up to 35MB across Correspondence OUT and Invoice attachments. If the files you're attaching exceed this limit, the attachment can't be added or the email can't be sent.

Resolution: Remove or reduce the number of files being attached so the combined total is under 35MB, then try again.

Escalate: If you need to send a larger file, contact MediRecords Support.

I'm not sure whether my email was successfully delivered

Cause: As with most email systems, a delivery failure can take time to occur and is not always immediately apparent.

Resolution: MediRecords Care does not display a delivery status for sent emails.

Escalate: If this doesn't resolve it, contact MediRecords Support.

Further Reading

• Email FAQs